What a signed log actually proves
Sign-off, rule versions, and the difference between a record and a form somebody filled out.
A daily log is only evidence if a reader can tell who attested to it, when, and against which rules. Sign-off with a name and timestamp turns notes into an attestation. Recording the rule pack versions used to evaluate the day is what makes a two year old log defensible, because it shows which rules were applied then rather than implying today rules were somehow in force.
Takeaways
- Say what a signature adds to a log and who should provide it.
- Explain why a log records the rule versions behind it.
- Read a log that shows unchecked rules and understand what it means.
- Avoid the practices that make a record look manufactured.
What the signature adds
Why the rule version is on the log
Unchecked rules are a third state
What makes a record look manufactured
How long to keep them
Frequently asked questions
- Does an electronic signature count? Generally yes. What matters is that the record identifies who attested, when, and that it has not been silently altered since. A name plus a timestamp plus an audit trail is stronger than a scrawl on paper.
- Can I edit a log after signing it? You should be able to amend it, and the amendment should be visible as one. What you should not be able to do is change a signed record silently, because that destroys the value of the signature.
- What if I forgot to log a day? File it late and say it is late. A dated entry noting that it was recorded two days after the fact is honest and still useful. An entry backdated to look contemporaneous is a much larger problem than a missing day.
- Do the rule versions matter to an inspector? Directly, rarely. Indirectly, a great deal: they are what lets you explain why a two year old log applied different thresholds, instead of appearing to have applied the wrong ones.